Race Day: 11 October 2020

Privacy Policy

Privacy Policy

The privacy and security of your personal information is extremely important to us. This privacy policy explains how and why we use your personal data, to make sure you stay informed and can be confident about giving us your information.

We’ll only use your personal data on relevant lawful grounds as permitted by the EU General Data Protection Regulation (GDPR), the Data Protection Act 2018 and Privacy and Electronic Communications Regulations 2003. 

On this page:

  • Who runs The Royal Parks’ Half Marathon? 
  • What personal data do we collect? 
  • How we use your personal data? 
  • Disclosure of personal data to third parties 
  • Your rights as a data subject
  • Cookies 
  • Links to third party websites 
  • Where do we process your personal data? 
  • Security
  • Notification of changes 
  • Complaints


Who runs The Royal Parks’ Half Marathon?

The Royal Parks’ Half Marathon is organised by The Royal Parks Limited, with assistance from Limelight Sports Limited. 

In this policy, whenever you see the words The Royal Parks, ‘TRP’ ‘we’, ‘us’, ‘our’, it refers to The Royal Parks Limited. Whenever you see the words Limelight, it refers to Limelight Sports Limited. Whenever you see the words “the event”, it refers to The Royal Parks’ Half Marathon. 

The Royal Parks Limited is a charity created in March 2017 and officially launched in July 2017 to support and manage 5,000 acres of Royal parkland across London. 

If you would like to contact us about this privacy notice or how we use your personal data, please contact us at:

The Old Police House 
Hyde Park 
London 
W2 2UH 
Telephone: +44 (0)300 061 2000 
Email: dataprotection@royalparks.org.uk

The Royal Parks is the data controller of the personal data we process, unless otherwise stated. 

What personal data do we collect?

Your personal data is any information which identifies you, or which can be identified as relating to you personally. We’ll only collect the personal data that we need. 

We collect some or all of the following personal data from you when you register to participate in the event and when you participate in the event:

  • Name 
  • Email address 
  • Telephone number 
  • Date of birth 
  • Sex 
  • Address 
  • Emergency contact information 
  • Previous running experience. 

We will also collect the following special category of data (sensitive personal data):

  • Medical information relevant to your participation in the event. 

If you do not provide all the information required, we will not be able to process your registration or allow you to participate in the event. 

If you register as part of a team, some of the above information may be provided to us by a member of your team on your behalf to allow us to contact you to complete your event registration. 

How we use your personal data

Personal data provided to us will be used for the purpose or purposes outlined in this privacy notice in a transparent manner at the time of collection or registration where appropriate, in accordance with any preferences you express. If asked by regulatory or government authorities investigating suspected illegal activities, we may need to provide your personal data. 

Your personal data will be collected and processed principally to provide our services to you in connection with the event, including to:

  • Confirm and verify your identify 
  • Administer the event and enable you to participate in the event 
  • Contact you regarding details for the event 
  • Satisfy our legal, accounting or reporting requirements. 

We are entitled to use your personal data in the ways set out in this Privacy Policy on the bases that you have consented to such use, and that the use of your personal data is necessary for our legitimate interests in:

  • ensuring the quality of the products and services we provide to you; 
  • collecting information for marketing purposes; 
  • communicating with you; and 
  • statistical analysis. 

We process your sensitive personal data (including data concerning your health) where this is necessary to protect your health or vital interests.

If you consent to hearing from us in the future, we will store your personal data and let you know about future events we hold. 

We will hold and process your personal data for three years before destroying it. If you want us to erase your personal data before this time, please contact us. 

We do not currently use automated decision-making including profiling. 

Disclosure of personal data to third parties

We may share your personal data with the following third parties who perform services on our behalf in connection with the event:

  • Limelight Sports, which organises the event for us 
  • If you register for the event as part of a team, a designated leader or contact person for your team to enable them to complete your registration 
  • Progression Print and Production Ltd for fulfilment of your event race pack 
  • St John Ambulance in connection with any medical assistance given to you in relation to the event 
  • HS Sports to enable them to process timing chips for the event 
  • Marathon Photos in connection with event photography. 

We will only share your personal data when it is necessary to deliver the services detailed and in accordance with the Data Protection Act 2018 and the GDPR. 

If you purchase event merchandise as part of your registration process, including but not limited to iTabs, pace pockets, and apparel, we will need to share your personal data with our vendors in order to fulfil your order. 

To fulfil our legal obligations we may be required to provide government bodies such as the police with your personal data. 

Your rights as a data subject 

As a data subject whose personal information we hold, you have certain rights. If you wish to exercise any of these rights, please email dataprotection@royalparks.org.uk or use the information supplied in the About Us section above. In order to process your request, we will ask you to provide two valid forms of identification for verification purposes. Your rights are as follows: 

The right to be informed - As a data controller, we are obliged to provide clear and transparent information about our data processing activities. This is provided by this privacy policy and any related communications we may send you. 

The right of access - You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process. 

The right to data portability - This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you. This right only applies if we are processing information based on your consent or under contract and the processing is automated. 

The right to object - You have the right to object to processing in certain circumstances if we are able to process your information because the process forms part of our public tasks, or is in our legitimate interests, or if the processing is for direct marketing purposes. The right to rectification - You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 

The right to restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances. 

The right to erasure - You have the right to ask us to erase your personal information in certain circumstances. We will take all reasonable steps to ensure that we erase the data. 

Rights related automated decision-making including profiling – You have rights surrounding our use of automated decision-making and profiling. You can object to us using your personal data in such a way at any time. 

We will confirm that we have updated, ported, erased, provided or amended your personal data as requested within one month of receipt of your request. If we are unable to meet your request or require an extension to meet the request, we will inform you within one month. 

If we are processing your personal data with your consent, then you have the right to withdraw that consent at any time and we will cease processing your personal data without undue delay. 

Links to third party websites 

This Privacy Policy applies solely to the personal data collected by The Royal Parks and does not apply to third party websites. 

Users should be aware that if they access other websites, using the links provided, these are outside our control. If they provide personal data to other companies, the privacy policies of those companies determine the uses to which that information is put and this Privacy Policy will no longer apply. The Royal Parks is not responsible for the privacy policies of third party websites and advises users to read the privacy policies of other websites before registering any personal data. 

Security 

We recognise the need to ensure that personal information gathered via this website remains secure. We use industry standard Secure Server Software (SSL) for your transactions with us to protect against the loss, misuse and alteration of the personal information under our control. It encrypts all of your personal information, including credit card number, name, and address, so that it cannot be read as the information travels over the Internet. However, you acknowledge that although we exercise adequate care and security there remains a risk that information transmitted over the Internet and stored by computer may be intercepted or accessed by an unauthorised third party. 

When personal data is stored on The Royal Parks’ systems we take every care to ensure the security of your personal data. Its information systems are adequately and appropriately protected, by the implementation and maintenance of security controls, against threats to the systems. The implemented security controls are appropriate to the measures of risks and the value of assets, and implemented, used and where relevant tested, correctly, through information security compliance (audit) reviews, to ensure that the required level of security is maintained. 

Where we process your data 

One of our service providers, Marathon Photos, has offices located outside the EEA. The personal data that they process on our behalf may be transferred to New Zealand. New Zealand has an adequacy finding, and as such is considered safe to transfer personal data to. 

An adequacy finding is given when the European Commission finds that the laws of a country ensure adequate data protection, on a par with the EU. 

Unless we specifically inform you otherwise, your personal data is processed in the EEA. 

Notification of changes 

We may update this policy at any time without notice. Any changes to this policy will be notified by an announcement on this website. Your continued use of this website, following the posting of changes to this policy, will mean you accept these changes. 

Complaints 

Should you wish to discuss a complaint, please feel free to contact us using the details provided above. All complaints will be treated in a confidential manner. Should you feel unsatisfied with our handling of your data, or about any complaint that you have made to us about our handling of your data, you are entitled to escalate your complaint to a supervisory authority within the European Union. For the United Kingdom, this is the Information Commissioner’s Office (ICO). Its contact information can be found at https://ico.org.uk/global/contact-us/.

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